Executive Administrative Assistant at Focused Ultrasound Foundation Executive Administrative Assistant at Focused Ultrasound Foundation in Charlottesville, Virginia Posted in 1 day ago.

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full-time Executive Administrative Assistant Charlottesville, VA | On-Site The Focused Ultrasound Foundation, a medical research, education, and patient advocacy organization in Charlottesville, VA, is seeking an Executive Administrative Assistant to provide high-level executive support to the CEO and broad administrative support across the organization. This role will serve as backup to the CEO's dedicated executive support and must be prepared to step seamlessly into full-time CEO support when needed. The position also provides routine administrative support and backup coverage for other members of the administrative team. The ideal candidate is an experienced executive support professional who thrives in a small, entrepreneurial, mission-driven and results-oriented environment. They must be highly organized, responsive, adaptable, and comfortable working in a role where priorities can shift quickly. Success requires exceptional judgment, discretion, attention to detail, and the ability to anticipate needs, manage competing priorities, and respond calmly and effectively to time- sensitive requests from senior leadership. This is an on-site position based in Charlottesville, VA. Regular in-person availability and proximity to the CEO and administrative team are essential to the role. Hours are 7:30am - 4:30pm. Roles and Responsibilities Executive Support & CEO Backup ? Serve as primary backup for the CEO's dedicated executive support, providing seamlesscoverage during absences, leave, peak periods, and as otherwise needed. ? When providing CEO coverage, remain readily available and responsive to real-timerequests, changing priorities, and time-sensitive needs throughout the workday. ? Coordinate and schedule complex internal and external meetings across multiple timezones; ma intain calendars with precision and strong attention to sequencing, priorities,and poten tial conflicts. ? Work closely with the CEO, Chief of Staff, and primary executive support staff tomaintain continuity of information, priorities, commitments, and follow-up. ? Prepare and coordinate briefing materials, presentations, spreadsheets, reports,meeting m aterials, and other documents for executive use. ? Coordinate and track follow-up action items and proactively identify deadlines,conflicts , and outstanding needs. ? Interact professionally with Board members, donors, high-profile individuals, externalpartners, visitors, and staff, exercising discretion and sound judgment at all times. ? Maintain sensitive and confidential information with the highest degree of discretion. Travel & Meeting Logistics ? Arrange and coordinate domestic and international travel, including detaileditinerari es, ground transportation, accommodations, and meeting logistics. ? Monitor travel schedules and proactively resolve changes or disruptions; occasionalafter-hou rs support may be required for urgent travel needs. ? Prepare and process travel expense reports and assist with visa, passport, and otherinternati onal travel requirements. ? Coordinate visitor itineraries and on-site meeting logistics, including rooms, materials,catering, technology, and other arrangements as needed. Administ r ative Team Support ? Provide routine administrative support across the organization; serve as backup forother adm inistrative team members as workload and coverage needs require. ? Assist with scheduling, meeting coordination, document preparation, data entry,mailings, expense processing, supply and materials management, and other generaladministr ative tasks. ? Support meetings, events, workshops, and special projects, including preparation ofmaterials , logistics, tracking, and follow-up. ? Maintain meeting agendas, notes, records, contacts, and other information inSalesforc e and organizational systems as appropriate. ? Facilitate internal communication and coordination across departments to help ensureobjective s and deadlines are met. ? Identify opportunities to streamline administrative workflows and appropriately usetechnolog y and AI tools to improve efficiency and service. ? Run local errands and handle off-site administrative needs on a regular basis, includingpurchasin g and picking up supplies, materials, catering, and other items as needed. Qualific a tions & Experience ? Bachelor's degree required. ? Minimum 5 years of experience providing high-level administrative or executivesupport; experience supporting a CEO or C-level executive strongly preferred. ? Demonstrated experience managing complex calendars, executive travel, confidentialinformati on, and rapidly changing priorities. ? Proficiency in Microsoft Office Suite. ? Knowledge of AI best practices preferred. ? Salesforce experience preferred; training will be provided as needed. ? Reliable transportation and a valid driver's license are required to perform frequentlocal err ands and other off-site responsibilities. Key Sk s trong>ills ? Exceptional judgment, discretion, professionalism, and reliability. ? Strong executive presence and interpersonal skills; ability to engage effectively withstaff, Bo ard members, donors, external partners, and high-profile individuals. ? Exceptional written and verbal communication skills. ? Superior organizational skills and attention to detail, with the ability to managemultiple priorities simultaneously. ? Highly responsive and comfortable operating in an interrupt-driven environment whenproviding executive coverage. ? Proactive problem solver who anticipates needs, identifies potential issues, and actswith appr opriate independence. ? Ability to remain composed, flexible, and effective under pressure and during suddenhigh-prio rity demands. ? Highly resourceful team player who is equally effective working independently. ? Willingness to shift between high-level executive support and routine administrativetasks bas ed on organizational needs. ? Proven ability to handle sensitive and confidential information with discretion. To Apply P lease su bmit your cover letter and resume (PDF format) to jobs@fusfoundation.org.

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Qu a lified candidates will be required to complete an administrative skills assessment aspart of t he selection process.